CDC Enterprise Inventory Management System. The Basics

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1 CDC Enterprise Inventory Management System The Basics

2 Page 2 of 71

3 Table of Contents 1 User Manager: Create New User: User Permissions Edit Existing User: Register User: Register Admin: Print Staff Card: Deactivate a User: Inventory Stock Card: Mini Inventory Stock Card Quick Access to Common Product Activities Quick Access to Order History Quick Access to Label Manager Quick New Order Quick Access to Inventory Stock Card Inventory Daily Processes Create New Lines Search New Lines Select New Lines to Batch Insert Products Price Updates Apply Price Changes Print Labels Label Manager Produce Labels by Inventory Produce Labels by Department and Section Produce Labels by Managed Price Produce Labels by Promotion Produce Labels by PDA Local Inventory Search through Local Inventory Edit Stock on Hand (SOH) Apply a Fixed Price Add an APN Delete APN Delete a Local Inventory Page 3 of 71

4 4 Ordering System: Open Orders: Create New /Edit Existing Order: Purchase Order Screen: Sending Orders: Awaiting Stock Open Invoices: Receive El (Electronic) Invoices Invoices from Direct Orders: Count Stock: Check Purchase Price Commit To Stock: Printing Labels: Ordering Work Bench: Stock Transfers Stock Transfer Out Suggested Orders: Create Draft Order: Converting into Order: Purchase Order / Stock Transfer Options Option to have GST excluded in the Cost Price when adding items on a Purchase Order or Stock Transfer 49 5 Account Management: Accounts Lookup: Search by Name: Search by Transaction Amount: Search by Statement Totals: Browse by Account Group Customer/Account details: Account Transactions: Reprint Account Statements: Ageing Accounts/End of month Run: Review Current Transactions Select Date Range Age ALL accounts: Age Group of Accounts: Preview Account Statements Age the Accounts Print Current Statements Add A New Account: Page 4 of 71

5 5.8 Review Outstanding: Adjustments/Payments to accounts: Debit Adjustments/Payments: Credit Adjustments: Direct debit Payment: Account Groups Stocktake Sheets Produce Stocktake Sheets Stocktake Sheets by Shop Bin Number Stocktake Sheets by Inventory Description Stocktake Sheets by Department and Section Create Stocktake Sheets Update Stocktake Sheets Commit Stocktakes CDC Systems Contact Details Page 5 of 71

6 1 User Manager: Admin users have the permissions to create users on Enterprise. For other users the options to view or edit a user profile should be disabled. On the enterprise home screen click on the Horatio HR option to view the entire menu under. Click on User List or User permissions to open the user manager control screen Page 6 of 71

7 1.1 Create New User: On the User Manager control screen, click on the Details tab. All the boxes will be empty on start. Click on New button to start creating a new user. The Location and date details are loaded by default. Enter all the details needed. Based on the first name and last name entered Enterprise suggests an available Login Name as shown. A Finger print swipe can be setup for the user if they have a finger scanner device (digital persona) connected to the PC. When all the details are entered, click on Apply button to add/save the user. 1.2 User Permissions Permissions must be set for all users in order for them to login and use CDC Enterprise Click on Permissions Tab to set the access level for this user. The role based permission makes it easier to provide access to various POS features. Eg if for Stock Controllers, ensure the Stock Controller Role is ticked for the user login Permissions under each role explain in detail of all the access under the role. Check all the roles to be assigned to the user and then click on Save Edits to apply the permissions. Page 7 of 71

8 1.3 Edit Existing User: The login and the permissions for an existing user can be modified anytime. From the Find Tab of the User Manager, select the user from the existing list of Created Users and click on the Select button. The details of the user are loaded. Click on Details or Permissions tab on the top to modify the details accordingly. 1.4 Register User: When a user needs access to the register, the Operator NO and PIN need to be set for the user s login. The Operator No is a unique code. Enterprise will confirm if the entered Operator is available or if already been used by other user. Enterprise will also display the last operator No chosen to help the user assign an operator number Register Admin: A Register admin will have access to admin privileges in the Cash Register such as the Cash in and out and Edit PLUs Any Register user can be made a Register Admin. A register user will be a register admin when the Register Admin option is ticked on the Details screen as shown. Page 8 of 71

9 1.5 Print Staff Card: For ease of logging into the Cash Register Systems, a Staff Card can be printed. From the Find tab of User Manager, select the user/s to be printed with a Staff Card. Click on Print Staff Card (s) 1.6 Deactivate a User: Enterprise provides an access to deactivate an account for temporary reason and get the access back whenever needed. Deactivating an account will temporarily disable the access to the system for that user. The user account will be deactivated when De- Activate button on the User Manager Details tab is clicked as shown. To activate any de-activated user login, please contact CDC Support Page 9 of 71

10 2 Inventory Stock Card: 2.1 Mini Inventory Stock Card From the Home screen, a user can easily access Inventory Stock Card by searching for the product in the Search field. From the Inventory Search Results, click on the Folder Icon in the tile to display a Mini Information card on the selected product Click on the Mini Information card to close it Page 10 of 71

11 2.2 Quick Access to Common Product Activities Click anywhere else on the product s tile and it will display tasks that can be performed on the item Quick Access to Order History By clicking on Order History tile, the Ordering Work Bench will appear. Page 11 of 71

12 2.2.2 Quick Access to Label Manager By clicking on the Shelf Tag or Product Tickets tile, the Label Manager screen will be open to allow for labels to be produced on the product Quick New Order By clicking on Order Now tile, the product, an Order will be created for the product. If the product already exists in an Open Order the following message will appear Page 12 of 71

13 2.2.4 Quick Access to Inventory Stock Card By clicking on Show Details tile, the Local Inventory Stock Card for the product will be opened Page 13 of 71

14 3 Inventory Daily Processes By clicking on Inventory Daily Processes tile from the Home screen, the user can search for products, create new lines, update prices and access promotions 3.1 Create New Lines Click on Create New Lines tile from Inventory Daily Processes. The Batch Inventory Screen should appear Search New Lines Click on Search Master and locate the lines you wish to add to your Shop file by using the search fields available Page 14 of 71

15 The Newlines Search Results will be displayed Inventory Batch Legend: Product already exists in Shop Inventory File. It cannot be selected to be added to the batch file as it already exists Product does NOT exist in the Shop Inventory File. It had been deleted and CAN be selected to be added to the batch file Product does NOT exist in the Shop Inventory File. It CAN be selected to be added to the batch file Page 15 of 71

16 3.1.2 Select New Lines to Batch Select the products to be added to the Shop Inventory File by clicking on the icon individually NOTE: Ensure to click on the or to select the item for batching Insert Products After selecting all the lines to be added into the Shop Inventory file, click on Insert Products. These lines should now be available in the Local Inventory File. Page 16 of 71

17 3.2 Price Updates Click on Update Pricing tile from Inventory Daily Processes. The Batch Inventory Screen should appear with the Managed Price Updates. These are Price Updates sent down from Master and should be applied daily to ensure the store s prices are current and upto date as Head Office s Master File Apply Price Changes Click on the icon to display the contents of the Inventory Price Update file By default, all lines are selected to have their price changes applied. The operator can select specific lines to update by firstly clicking on Clear then manually selecting the lines to be updated. Once all lines that are to have its price changes applied are selected, click on Apply Price Changes The price changes will be applied and the screen change to Produce Labels Page 17 of 71

18 3.2.2 Print Labels Click on the icon to select your list then click in the centre of the tile. Click on Print Your Inventory Price Update list will be sent to the Label Manager to produce labels After successfully producing the labels, return to the Pending Labels screen and click on the centre of the tile. Click on Delete to the delete the label list Page 18 of 71

19 3.3 Label Manager Click on Generate Labels tile from Inventory Daily Processes. The Label Manager screen should appear The Label Manager allows the user to produce Shelf and Product Labels. Click on the Generate Labels tile from Inventory Daily Processes. The Label Manager allows the user to produce labels by Inventory, Department and Section, from Managed Price lists, Promotion Lists, Invoices and from PDAs Produce Labels by Inventory Under the General Inventory tab, enter the Description or Bin Number or Cr Key then press Run Query Select the lines to be produced with a label and click on Add to Label List The selected list will then be appended to the Current List on the right hand side of the Label Manager screen. Select the Label Type to be printed from the Label Type list, and then click on Print Labels Page 19 of 71

20 Select Yes to send the labels to the printer without previewing or select No to preview the labels first Produce Labels by Department and Section Select the Department from Department List and Section from the Section List and press Run Query Select individual lines or click on Select All to select the entire Department and Section Click on Add to Label List and the selected list will then be appended to the Current List on the right hand side of the Label Manager screen. Select the Label Type to be printed from the Label Type list, and then click on Print Labels Produce Labels by Managed Price Click on the Managed Price tab and select the Managed Price file from the Managed Price list and press Run Query Select individual lines or click on Select All to select the entire Managed Price file Click on Add to Label List and the selected list will then be appended to the Current List on the right hand side of the Label Manager screen. Select the Label Type to be printed from the Label Type list, and then click on Print Labels Page 20 of 71

21 3.3.4 Produce Labels by Promotion Click on the Promotions tab and select a promotion from the Promotion list and press Run Query Select individual lines or click on Select All to select the entire Promotion file Click on Add to Label List and the selected list will then be appended to the Current List on the right hand side of the Label Manager screen. Select the Label Type to be printed from the Label Type list, and then click on Print Labels Produce Labels by PDA After syncing with the PDA, any label requests scanned by the PDA will be available under the PDA tab Select the label batch to be printed and it will display the batch list. Select individual lines or click on Select All to select the entire PDA Label batch Click on Add to Label List and the selected list will then be appended to the Current List on the right hand side of the Label Manager screen. Select the Label Type to be printed from the Label Type list, and then click on Print Labels Page 21 of 71

22 3.4 Local Inventory Search, show and edit the Local Inventory Stock Cards Click on Show Local Inventory tile from Inventory Daily Processes. The Local Inventory Screen should appear Search through Local Inventory By default, the Search Local Shop is selected. This allows the user to search their Local Inventory File. Type in any of the fields below the Search By to locate an item and press <Enter> to search. Arrow down to select the correct Inventory line and press <Enter> to select. The product description should appear in the Description field Page 22 of 71

23 3.4.1 Edit Stock on Hand (SOH) Search and locate the Inventory item and click on the SOH button. Enter the new Stock on Hand amount in the New SOH field and click on Save Apply a Fixed Price To apply a Fixed Price, search and locate the Inventory item and click on the Fixed option beside the Retail Price. A Fixed Price can now be entered into the Retail Price field. The Retail Price Source is now Fixed Click on Save Changes. Page 23 of 71

24 3.4.3 Add an APN Search and locate the Inventory item and click on the Classification tab. Click on the New APN button and type in the new APN number to be added. Click on Apply and then click on Save Changes Delete APN Search and locate the Inventory item and click on the Classification tab. Click on the APN to be deleted and click on Delete APN and then click on Save Changes Delete a Local Inventory Search and locate the Inventory item and click on the Classification tab. Click on the drop down menu in the Stock Status field and select Deleted Click on Save Changes Page 24 of 71

25 4 Ordering System: CDC Enterprise lets the user stay in control as your business grows. The system helps you to have better control of spending. 4.1 Open Orders: From the Enterprise Home screen, click on Open Orders to create new Orders and to edit existing Open Orders on the system Create New /Edit Existing Order: The screen will now display the option to Create New Order, as well as display all Open orders in the system as shown below. Page 25 of 71

26 Create New Order Click on the Create New Order button to create a new order. The Purchase Order Screen will be displayed Edit Existing Order To edit an existing Order, select the one to be edited and click on Edit Details. The Purchase Order screen will be displayed Purchase Order Screen: The screen below is the Purchase Order Screen. This allows you to add or delete items from an order, and edit or assign a Vendor for the Purchase Order Adding Items Products can only be added into an order once a product is selected, an order quantity entered and a purchase cost price is assigned Product Selection Select a product to be added to the order. You can search for a product from your Inventory by description, cash register number, APN or vendor s PDE (product code). To Add an item into the Purchase Order, click on Product Selection and search for the product under the Search By. Arrow down to select the product and press <Enter>. Page 26 of 71

27 Choosing the Quantity and Price: After a product is selected, Enterprise prompts you to enter the Quantity to be ordered. The Stock on Hand (SOH), Economic Order Quantity (EOQ) and the Reserved Shelf Holding (RSH) information about the production is also displayed to help you order the ideal Quantity. On Order will show the quantity of the product already ordered but where stock hasn t been received within the past 5 days. Enter the Quantity you wish to order, and press the <Enter>Key. Select the cost price you wish to pay for the product by either selecting one of the cost prices from the drop down menu or by typing in a cost price The price paid on the most recent order for this product i.e. LP Last Purchased, BASE Cost from the inventory file and the different wholesaler file cost prices are also listed when available. The Retail Price and the GST Code for the product are also displayed for your reference. After both the Specify Quantity and Choose Price are completed and ticked, the addition of the product is enabled. Press the <Enter> to add the product into the open order. Page 27 of 71

28 Delete Item: To delete any item from the order, select the item and press the <Delete> button from the keyboard Assign Vendor: When all the items to be ordered have been added, click on the Sending button at the top of the screen. You now need to select a Vendor to send the order to. Click on the Vendor Details button to look up a Vendor in the system. Search and locate a Vendor by searching by Name or Vendor No Click on Assign vendor to assign vendor to the entire order. Page 28 of 71

29 4.1.3 Sending Orders: When all the items are added and a vendor has been assigned, it s time to place the order. Enterprise will know if the Vendor selected can accept Electronic Orders or not. If the selected Vendor, processes orders electronically, the EI Order box is auto selected and the message Valid EI Vendor selected is ticked and displayed. When the selected vendor is not setup for Electronic Interface (EI), the message INVALID EI Vendor... will be displayed. You can select either the Direct Order or select a different Vendor to supply your products Sending Electronic (EI) Orders: Enterprise lets you send Electronic Orders to vendors who accept electronic Orders. On the PO screen after having added all the items into the order, click on the Sending button to access the vendor s details and select the EI capable vendor to assign it to the Order. Enterprise will check if the Vendor selected is capable of receiving EI orders. If the Vendor selected is a valid vendor, click on the Send Order button. Page 29 of 71

30 The Order Sending & Receiving screen will be displayed as below. The Vendor information is displayed above the Order listing. Click on Change Vendor to change the vendor if you wish to send it to a different Vendor than what was set in the Purchase Order screen Check the Orders you want sent and Click on Send Orders. Enterprise shows the Order Sent Status i.e. whether it was successfully sent or not. If there are any errors while sending the orders, the small window on the bottom of the screen will explain the reason for the failure. The log window will show in green when an order was sent successfully and will be red if it had any errors. Click on the Comms Log tab for a detailed log. Page 30 of 71

31 Send Direct Orders On the Purchase Order screen click on the Sending button to access the vendor details and select the vendor. Click on Direct Order for Manual orders. Invoice options will be displayed. Click on Print Order to print the order form to send the order via fax for direct sending. When the Print Order is clicked, Enterprise prompts you to mark the order as Sent. Clicking Yes will mark the Order SENT. The following Report Preview will be display on the screen. Page 31 of 71

32 4.2 Awaiting Stock All orders that have been marked as Sent will be listed in the Awaiting Stock order list. Orders listed in the Awaiting Stock screen are Purchase Orders that are awaiting stock to be received. 4.3 Open Invoices: Open Invoices option will list current invoices available and ready to be committed to stock. From the HOME screen click on Open Invoice to view the invoices Receive El (Electronic) Invoices From the Open Invoices screen, the option to Check For New Invoices will also be listed along with any open invoices available in the system. Clicking Check For New Invoices will list the vendors to whom the orders were sent recently. Click on the vendor button to load the Sending and Receiving screen for that particular Page 32 of 71

33 Electronic Invoices can also be received through the Enterprise Home screen, by clicking on Purchase Orders and Stock Control option. All further possible actions are displayed. Click on Send Receive to retrieve invoices of previously ordered Purchase Orders. The Order Sending and Receiving screen opens and lists all the vendors that have invoices ready to be retrieved. Scroll through the list and select the Vendor from whom you want to retrieve the invoice. When the vendor is selected, Enterprise displays all the invoices available from the selected vendor. Press Receive Invoice to retrieve all the invoices that are available to be electronically received The Receive Invoices button will be glowing Green and Black while downloading When completed, it notifies you with the following message. Page 33 of 71

34 4.3.2 Invoices from Direct Orders: An open Purchase Order is used to generate an Invoice for Direct Orders. Once the ordered stocks are physically received from the Vendor, you will need to generate the Invoice from the Order and add to your stock on hand in Inventory. From the Enterprise Home screen, click on Open Order to select the order you have received stock for. Click on the order and the following options will display on the screen. These are all the possible actions you can perform on an open Order. Click on Edit Details button. The Purchase Order screen will be opened. Click on the Direct Order button. Enter the Invoice No supplied by the vendor. Enter the Date the manual order was Invoiced on. The Received On date will be current date by default. Click on Generate Invoice to convert the Purchase Order into an Invoice. The following prompt will appear: Page 34 of 71

35 4.3.3 Count Stock: Once the order has been received, the stock needs to be counted and its prices checked before committing it to Inventory. Using the Check Order form as a reference, you can count the stock either manually or using the PDA. From Enterprise Home screen click on Open Invoices this displays all the possible actions the user can perform on an open Invoice. To count stock, you must choose either the Count Now option to manually count the stock, or click on the Send to PDA button to count via PDA Manual Receipt: From the above screen, click on Count Now to manually count the stock. All the details on the screen will be empty and Enterprise will request you to begin scanning. Start scanning each of the products on the invoice and enter the quantity Checked In and Save. Click the Check In List this will display a list of all the items in that invoice for your reference. Clicking on Check in Scanning will take you back to the screen to scan and count the stock. Page 35 of 71

36 PDA Receipt: From the screen to Open Invoices, click on Send To PDA to mark the invoice to be receipted via PDA. The Invoice will now have Receipt Via PDA on it. Now sync the PDA to read this invoice on the PDA. Count the stock and then submit the results. From Open Invoices click on Review Invoice to view the Invoice details. After the stock is counted via PDA and the results have been submitted, the Qty supplied value is updated. The count status is set as PDA - Receipting. When counted manually, the count status will be set as Receipted NOTE: If the Invoice will not be counted via PDA or Scan mate, it is important to select Accept All from the Count Stock tile Page 36 of 71

37 4.3.4 Check Purchase Price Once stock has been counted, the Purchase price for the Invoice needs to be reviewed then ticked Commit To Stock: After the invoice is received and stock has been receipted, the new stock has to be added into your Inventory s existing stock. (Stock MUST be receipted before you can commit the invoice to the stock.) On the Review Invoice window, check the Count Stock, Check Purch Price and check Finalise. Commit the stock by clicking on the centre of Finalise tile and click on Commit to Stock On acceptance, the stock is committed and will be available in your Inventory for selling. This process will also create a negative invoice if the stock was only partially received. *IMPORTANT If the Short Supply Message appears, the system is warning you that some invoice lines have not been accepted as correct and will NOT be committed to stock. These lines should be reviewed and confirmed before continuing. Page 37 of 71

38 4.3.6 Printing Labels: On the Invoice review screen, and after the stock is receipted and the price is checked, Enterprise allows you to print ticket labels either for selected items or all the items on the invoice. Page 38 of 71

39 4.4 Ordering Work Bench: From the Home screen, click on Purchase Orders and Stock Control and then click on the Ordering Work Bench tile and the Ordering Work Bench screen will be displayed Ordering Work Bench shows all the Orders and Invoices that are waiting on stock. Click on Awaiting Stock to refresh the list of Orders and Invoices waiting for stock to arrive. Alternatively, you can search by entering the Order No or Invoice No in the relevant fields. When the stock is received, click on Orders to convert into Invoice and Review Invoice to receipt and commit the stock. Page 39 of 71

40 4.5 Stock Transfers Enterprise allows you to transfer stock between stores. Ensure that the store to be stock transferred is listed as a Vendor and they have an Account available Click on Vendors from the left hand task bar in Enterprise. Search for the Vendor to be Stock Transferred and double click to select. To assign a Stock Transfer Account to the vendor, click on Transfer Account field and press <Ctrl><F> to search and select and a Customer Account Stock Transfer Out The Inventory lines listed in a Stock Transfer OUT order will be deducted from Inventory and need to have a negative order quantity. Stock Transfer OUT can be generated by creating a Purchase Order with negative order quantity or by accessing the Stock Transfer through the Purchase Orders and Stock Control from Home screen. Page 40 of 71

41 A Transfer Order screen will appear as below The Operator will be firstly prompted to Assign a Vendor. Search and locate the store to be stock transferred to by entering their Vendor Name or Vendor No. Select the Vendor and click on Assign Vendor Assign an Account After selecting a Vendor, the Operator will be prompted for an Account if the Vendor selected does not have a Transfer Account linked in its Vendor File Press <Ctrl><F> to find an Account. Type in the Account Name and press <Enter> to search The Search for CUST screen will appear. Locate the account to be charged and press Select The Transfer Account field will now display the Account Name being charged Page 41 of 71

42 Add Products to Stock Transfer Click on Product Selection to add items to the Stock Transfer. Search and select the products to be added by searching for the Inventory lines and pressing <Enter> Page 42 of 71

43 Assign Order Quantity and Cost Price Enter the Quantity ordered and press <Enter>. Select the Cost Price and press <Enter> Press <Enter> to Add the product to the Stock Transfer Note: Order Quantity is in negative as stock will be deducted from the Inventory File Stock Transfer Out Once all products to be Stock Transferred Out have been entered, click on Sending and click on Transfer Stock Out Now The prompt to confirm Transfer will appear If there are any Inventory lines with Carton Quantity, the prompt below will appear allowing the operator to supply single units rather than carton quantity amount Page 43 of 71

44 The prompt to print the Invoice will appear and Enterprise will advise you that the Stock Transfer is now complete Page 44 of 71

45 4.6 Suggested Orders: Suggested Orders helps you maintain the right stock levels and saves you from overstocking. Suggested orders are calculated using minimum and maximum stock levels, quantities in stock, back orders needing to be filled, and items already on order. Run a system Suggested Order based on the numerous filter options offered. From the Enterprise Home Screen click on the Purchase Orders and Stock Control button and then click on the Suggested Order. The Suggested / Draft Order screen will appear. Click on New Draft Order to begin Page 45 of 71

46 4.6.1 Create Draft Order: Certain criteria are needed to start a Suggested Order. The Operator can use a predefined scope or define their own. A list of predefined scope is listed under the Presets To use a predefined Scope, select one of the Presets and review the criteria defined for the Suggested Order. The criteria of the Suggested Order are shown in the Box below the Draft Name. This window also lists more options to define the rules to run the suggested order. Order Duration: The from and to dates you are ordering for the time of year are important. Define Season: By default, the seasonal equivalent is the same period last year that you are ordering for now. If however you would like the system to use a different period to calculate seasonal weighting, then check Define Season and set the dates. Days Supply: the number of days the stock needs to be ordered for. This is automatically calculated. Offset: days offset 365 would set the sales data of one year ago as if it was today Force period: The History Date the system has to look against to compare and suggest. This will take precedence if set over Define Season Ignore if Ordered: The products ordered within the number of days set in here will not be considered for Suggested Order. Ignore Fill Qty: Ignore the Fill Qty. Round to Outer Pack: Rounds the Suggested Order qty to Carton Qty. Force EOQ as Minimum: Suggested order quantity will be rounded to EOQ if defined in Inventory Auto Reorder: Set how the Auto Re-order flag is to be considered for Inventory. Must Have Had Sales of: Select this to consider the number of sales of the item. In the period of Define the date range when the product Must Have Had Sales Just Replenish Usage of this Period If selected, the order quantity will be only to replenish what was sold during the In the period of With a stocking Status Define the Stock Status of the products to be considered as set in Inventory With a Purchasing Status Define the Purchasing Status of the products to be considered as set in Inventory Restrict to Bin Define the Bins to restrict the order for When all the criteria/rules are set, click on the Run Suggested button to proceed. Page 46 of 71

47 Enterprise will list all the items satisfying all the conditions. Click on View Options to filter what suggested order items are displayed. Click on Print Draft from Screen or Print Draft Report to print and review the Suggested Order Suggested Order Qty is the order quantity suggested by Enterprise and Order Qty is the actual quantity that the order will be placed for. Click on Take All Suggestions to populate Order Qty with the Suggested Order Qty Page 47 of 71

48 Sales History: When the suggested Order is run Enterprise provides access to view the Sales History of each item in the Suggested/Draft Order List by pressing the <?> on the key board Converting into Order: When all the suggested order items are reviewed and the Order Qty is entered, the order can be converted to an actual order. Click on Convert to Order Only items with a value in the Order Quantity will be added into the order The prompt for Order Splitting will appear A progress bar will appear above the screen displaying the status of the order generation. Once completed, the prompt below will appear Clicking Yes will open the Purchase Order containing the Suggested Order items. The order can be edited, assigned a Vendor and sent Electronically or Direct Ordered Page 48 of 71

49 4.7 Purchase Order / Stock Transfer Options Option to have GST excluded in the Cost Price when adding items on a Purchase Order or Stock Transfer Create a new Purchase Order or Stock Transfer Click on Summary Info Click on Exclude GST on ALL ITEMS Click on Save Changes Click on Product Selection, search and select products to be added into the Purchase Order or Stock Transfer Enter the Qty to be ordered Enter or select the Cost Price. GST will be marked as All GST Excluded and GST Column will display $0.00 Page 49 of 71

50 5 Account Management: All the account activities can be controlled under Account Management. On the Enterprise Home Screen, click on Account Management button to view the preferences. Following screen shows the actions under Account Management. Page 50 of 71

51 5.1 Accounts Lookup: Click on Find Accounts to start looking for the customer. An account can be found through either of the following ways Search by Name: On the customer account screen shown below, search for accounts by entering the Customer No / Customer Surname / Customer First Name. Select the Account and click on Select Search by Transaction Amount: Choose By Transaction Amount from the drop down list to lookup accounts having transactions within the range of amount mentioned. Select the Account and click on Select Search by Statement Totals: Search By statement Totals options lists the customers with the total outstanding balance in the search criteria. The search considers the balance as printed on the statement run for the chosen date range. Select the Account and click on Select Page 51 of 71

52 5.1.4 Browse by Account Group Groups button on the left allows the user to browse the accounts through account groups. Click on the Group s + icon to expand the Group to list the Accounts under that group Select the Account and click on Select 5.2 Customer/Account details: From the Searched list, click on any customer account and click on Select. The customer Details [F10] screen will be displayed. 5.3 Account Transactions: Click on Transactions [F11] to view the detailed list of transactions on the selected account. 5.4 Reprint Account Statements: Page 52 of 71

53 To view a customer s previous statement click on Statements [F12]. When a statement is selected the preview shows the details of the transaction on the selected statement. At the bottom of the screen the summary of the opening and closing balances and other monetary details for the selected statement is displayed. Click on Print button to print the selected statement. Page 53 of 71

54 5.5 Ageing Accounts/End of month Run: To age the accounts Account Management screen click on Age accounts option OR from the Find Account screen click on Admin/Ageing option Review Current Transactions Review the Account transaction before ageing the accounts. Press on Refresh Transactions to view any recent transactions on the accounts if any Select Date Range Select the Date Range for which the date of transactions will be aged. By clicking on the drop down menu, the Last Month can be selected Age ALL accounts: To run the End of Month for ALL the Accounts, irrespective of their account groups, click on All Accounts Page 54 of 71

55 5.5.4 Age Group of Accounts: Ageing by group would age only the customer s account under a particular group. Click on Groups of Accounts option and the window on the right lists all the existing account groups on the system. Check all the group/s which needs to be aged Note: It is important that every account on the system to be associated with an account group Preview Account Statements By clicking on "Preview Prior To Ageing" option, the user is able to Preview the Account statements before actual ageing. The account statement with transactions details for the chosen date period will be printed on the screen. The message on statement shows that it s not the actual statement. Page 55 of 71

56 5.5.6 Age the Accounts Once the groups are chosen and date range is selected, click on Age Now button to start ageing of accounts. An alert will be prompted as shown before commit the ageing. Click on Yes to continue. A Log is displayed on the bottom of the screen to detail the results of ageing. Groups having status as Success would have been successfully aged and the group with Failure needs to be reviewed and aged again. Log window at the bottom of the screen summarises the total no of statements produced for each group. Page 56 of 71

57 5.6 Print Current Statements After the accounts have been aged, click on Print Statements button to view and print the final customer statements for all the account which have been aged. This statement will also be listed under the Statements [F10]. The user can view and reprint in future. Page 57 of 71

58 5.7 Add A New Account: From Accounts Lookup screen, click on Create Account button to create a new Customer Account. The following account details screen will be loaded with new Account number. Enter all the personal, Carer and Billing Details as necessary. The First Name and Surname of the new account will need to be entered at a minimum Use the Comments Field to enter any comments/notes to be saved against the account. Click on Terms & Condition tab to set conditions on the account. From the drop down choose a existing group to assign to the new account. Set the other account conditions and limitations as needed. When done click on Apply button to save the changes made. Page 58 of 71

59 5.8 Review Outstanding: Review outstandings feature provides the user an option to review the balances in group as well as user level. Clicking on Review Outstandings button will open the account summary screen as shown below. The Total outstanding payments from all the customers for every group are shown. Click on the + to break down the total balances into balance for each customer for any group. Page 59 of 71

60 5.9 Adjustments/Payments to accounts: Enterprise allows the authorized user to make any credit and debit adjustment on a user account. Any adjustment to the account must be done at the user s own risk Select the customer account which requires to be adjusted. From the Detail [F10] screen, click on Create an Adjustment to Account button. The following are the 3 types of adjustments that can be performed on an account Debit Adjustments/Payments: To debit an amount, use negative sign and amount entered to be charged back on the customer account. A negative Amount represents a Debit Adjustment. Use the comment tab to describe the reason of the action. The option Is Hidden From Customer makes this adjustment invisible to the customer i.e. the adjustment will not be printed on the customer statement. When done, click on the Save button to apply the adjustment. Enterprise warns before committing. Once approved the debit adjustment will be applied on the account. The amount will be added back to the account and the final outstanding balance will change. Click on the Transactions [F11] to see the adjustments done. Page 60 of 71

61 5.9.2 Credit Adjustments: Credit Adjustment allows taking an owing amount off the customer account. A positive amount represent a Credit payment. Use the comment Tab to mention the reason for the credit. Depending on the reason you can choose to hide the transactions from the customer by clicking Is hidden from Customer. Enter the positive amount to be credited. Select the transaction date and qty. Click on Save to continue. The Total Outstanding balance on the account will be adjustment as in the example shown. In the given example the $3.50 was waved off from the Customer Account. When an adjustment has been marked as hidden then the transaction is listed in different colour as shown below. Page 61 of 71

62 5.9.3 Direct debit Payment: Using enterprise a payment can also be made on an account. From the Create an Adjustment to Account screen, click on Create Non Register Payment button to change the Description as Direct Debit Payment. Enter the amount customer is paying on the account. The Total Outstanding balance on the account will be adjustment as in the example shown. In the given example a payment $150.0 was done on the Customer Account. The payment is shown on the account transactions as shown below. Page 62 of 71

63 5.10 Account Groups Each Customer Account should belong to an Account Group for ease of Customer Management. To create a new Account Group, click on Account Groups from Account Management Click on New and enter in a unique Group ID, and enter in a Group Name Click on Apply to save changes Page 63 of 71

64 6 Stocktake Sheets Stocktake can be performed using the PDAs or by producing Stocktake Sheets and entering the Stocktake counts into CDC Enterprise In Enterprise, click on Stock Taking task under the heading Stock Management which can be found in the left hand column Stocktake Sheet Management screen will appear 6.1 Produce Stocktake Sheets Enterprise allows the operator to produce stocktake sheets for a range of products. By default, the Search By is For Stocktake. Using the fields available under the Search By the stocktake sheets can be defined. Page 64 of 71

65 6.1.1 Stocktake Sheets by Shop Bin Number To produce Stocktake sheets for a Shop Bin Number, enter the Shop Bin Number in the Shop Bin No field and press <Enter>. Products attached to the specified Shop Bin number will be listed to be included in the Stocktake Sheets Stocktake Sheets by Inventory Description To produce Stocktake sheets for a range of products by Inventory Description, enter the starting Description in the From Letters and ending Description in the To Letters fields and press <Enter>. Inventory lines within the specified description range will be listed to be included in the Stocktake Sheets Page 65 of 71

66 6.1.3 Stocktake Sheets by Department and Section To produce Stocktake sheets by Department and Section, enter the Department description in the Dep Name field OR enter in the Department ID in the Inv Dep field and press <Enter>. Inventory lines attached to the specified department will be listed to be included in the Stocktake Sheet. Page 66 of 71

67 6.2 Create Stocktake Sheets In order for the Stocktake Sheets to be best used for counting, they should be sorted in an efficient way. The list can be sorted by clicking on the column headings. After the list is sorted, either click on the lines to be counted and included in the Stocktake Sheets or click on Tick All Click on Create Sheet Now to produce Stocktake Sheets for the selected items. Enterprise prompts the operator if the List is sorted. Click on Yes to continue.the stocktake sheets will be produced and a prompt to print the sheets will appear Page 67 of 71

68 Using the Stocktake sheets, the users can count the stock on hand throughout the store and write it on the sheets. 6.3 Update Stocktake Sheets Once stocktake quantities have been entered into the printed Stocktake Sheets, the stocktake quantities need to be updated in Inventory. In Enterprise, click on Stock Taking task which can be found in the left hand column under the heading Stock Management and click on the Update Stocktake Sheets tab Each group of Stocktake Sheets are assigned a Stocktake ID located at the top of the Stocktake Sheet. Locate the counted Stocktake sheet by either searching for the stocktake sheet in the Stocktake Batch drop down menu or by entering the Stocktake ID as printed in the Stocktake Sheet into the Search by ID field and press <Enter>. Enter the counts as recorded in the sheet into the Soh Counted field. If the operator needs to pause from the data entry, click on Save Edits to save the quantities The Close Off prompt will appear. Click on No to allow the operator to continue entering the stocktake counts at a later time. Page 68 of 71

69 6.4 Commit Stocktakes Once all Stocktake counts are entered, click on Save Edits to save the quantities The Close Off prompt will appear. Click on Yes to close the Stocktake batch Click on Commit Stocktake to update the stocktake counted quantities into Inventory Click on Yes to complete the process Page 69 of 71

70 CDC Systems Contact Details 2/14 Pembury Road Minto NSW 2560 CDC Support Office Hours 8am-6pm EST Mon-Fri 9am -9pm EST Sat-Sun and Public Holidays (Emergency Only) Toll Free:1800 CDC NOW Fax: Page 70 of 71

71 Page 71 of 71

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